Executive Assistant

Job Description

Job Description

Title: Executive Assistant

Department: Operations

Reports to: CEO/ E.D.& Assistant Director

Youth With A Purpose is a CA 501C3 nonprofit organization. Our mission is to plant seeds of hope and water purpose in the lives of children, youth and young adults through supportive services. Our main program categories for 2025 include the Mommy Mentor Network, Purpose House TAY housing, “The Center”, Arts 2 the Stage performing arts program, empowerment and community events (Unity 4 Youth, annual Banquet, Toy Drive, etc).

JOB SUMMARY

Youth With A Purpose (YWAP) is seeking a highly organized, proactive, and mission-driven Executive Assistant to provide comprehensive support to the Executive Director and leadership team, with a key focus on professional and timely email management. This role is essential in helping YWAP operate efficiently and maintain strong communication with donors, partners, staff, and the broader community.

• Executive Email Management

  • Monitor, organize, and respond to emails on behalf of the Executive Director.

  • Prioritize incoming messages and flag high-urgency communications.

  • Draft, proofread, and send professional email correspondence.

  • Maintain organized inbox systems and folders for easy retrieval and historical tracking.

  • Ensure timely follow-up on email-based action items and meeting requests.

• Executive Support

  • Manage the Executive Director’s calendar, schedule appointments, and coordinate travel.

  • Prepare meeting agendas, take minutes, and track action items.

  • Draft reports, letters, and presentations with a high level of accuracy and confidentiality.

• Communication & Relationship Management

  • Serve as a key liaison between the Executive Director and internal/external stakeholders.

  • Support donor and partner relations through professional, consistent email communication.

  • Assist in preparing content for newsletters, donor updates, and community announcements.

• Operations & Project Coordination

  • Support planning and logistics for meetings, board sessions, and community events.

  • Assist with database management, donor records, and filing systems.

  • Track key project timelines, deliverables, and communication milestones.

• Proven experience in executive-level email and calendar management.

• Strong written communication skills and attention to tone, grammar, and professionalism.

• Ability to prioritize and respond quickly in a high-volume email environment.

• Organized, adaptable, and detail-oriented with excellent follow-through.

• High level of discretion with confidential and sensitive information.

• Proficiency with Google Workspace or Microsoft Office Suite.

• Critical thinking skills

• Friendly

• Experience working with kids, youth & young adults

• Resourceful and capable in anticipating problems and effectively resolving challenges

WORK ENVIRONMENT

1. Able to thrive in a work environment emphasizing teamwork and collaboration

2. Remote Independent work

3. Virtual meetings

4. Respond in a timely manner in all aspects of communication

5. Work with minimal supervision

6. Perform other duties as assigned

RESPONSIBILITIES FOR ALL YWAP EMPLOYEES

1. Maintain a safe work environment and confidentiality at all times

2. Be proactive, creative, and flexible in determining, evaluating, researching, and resolving issues

3. Organize and prioritize multiple activities to meet all external and internal deadlines

4. Maintain professional demeanor that reflects positively on the agency

5. Demonstrate respect and courtesy toward others

YWAP is an Equal Opportunity Employer and is committed to fostering diversity within its staff.